JOB DESCRIPTION :

Job Summary:
Responsible for timely processing of vendor invoices,timely vendor payments,periodical reconciliation of vendor statements and strict compliance of vendor KYC.

Duties & Responsibilities:

  •  Invoice must be processed on timely basis with the expenses reflected in the accounting period incurred.
  •  Only original invoices should be processed.A photocopy of an invoice is not acceptable support for processing payment.
  • Accounts payable voucher packets should include : (a) approved purchase orders ; (b) approved vendor invoices ; (c) receiving documentation.
  • All invoices must be stamped.
  • Review invoice for completeness and proper approvals.Authorized approvers are the Department Heads.
  • If an invoice is received without an approved Purchase order,it will not be submitted for payment.
  • Ensure purchases are made from vendors that have registered GSTN to ensure GST input credits are claimable.
  • Ensure Vendor master list is supported with KYC documents/details in the system.
  • Ensure prior to Vendor Master Creation,all KYC documents are received from vendor.Under no circumstance vendor master creation is done without KYC.
  • Ensure that all expenditures are properly coded.The Chart of Accounts should be referenced to the correct coding.
  • All invoices with discrepancies or dispute must be reviewed and resolved by the appropriate department head by the end of the accounting period.
  • Accounts payable cheque runs will be on weekly on monthly basis.
  • The completed Accounts payable voucher packet must accompany each cheque and should be reviewed by each signer for completeness.
  • Any specific handling of invoices i.e. overnight,specific " pay by dates" ,cheque requests etc must be clearly noted and accompany the invoice.Otherwise normal processing procedure will be used.
  • Unless otherwise agreed to,the property should pay invoices based on 30-60 day term.
  • AP packets will be filed alphabetically/document no. wise.
  • Once a voucher packet has been processed for payment,the packets and the supporting documents must be stamped and defaced.
  • Electronic processing of payments must have above controls in place.An audit trail of the control process must be available
  • Managing the employee expense claims' process
  • Ensuring credit notes are processed accurately
  • Reconciliation of supplier statement on monthly/Quarterly basis.
  • Generating journals for month end reporting
  • Ongoing improvements to the accounts payable process


Job Knowledge, Skills & Abilities:
·        Experience performing full function accounts payable duties
·        Experience in calculating, posting and managing financial records accurately
·        Understanding of basic accounting and accounts payable principles, including general ledger coding
·        Good verbal and written communication skills
·         Ability to build good relationships with vendors and suppliers
·        Understand the importance of accuracy and attention to detail
·        Intermediate computer software skills, including Excel and other accounting packages

Department: Finance
Job Type: Full Time
Job Location: Hawthorn Suites by Wyndham, Dwarka
Salery: INR 22,000 - 26,000